The Expense Reimbursement Procedure was revised to reflect SupplyNet process changes, to become more specific and clear in the eligibility requirements for expense reimbursement and to further emphasize that University methods are to be used for purchasing, not personal credit cards/resources. Major changes include:
a) The maximum amount, effective 15 June 2018, that can be reimbursed for out of pocket expenses is now $500, rather than $1,000. This decrease in the maximum amount will only be applied on a go-forward basis and will not impact reimbursement of expenses (at the higher amount) incurred prior to this date.
b) Personal resources are to be used as a last resource, except in rare circumstances. SupplyNet and the Corporate Purchasing Card should be used rather than a personal credit card/cheque or cash.
c) The minimums for small dollar receipts are now $100 and 90 days, with exceptions to ensure processing by year end, and the maximum timeline for receipts over $100 is now 90 days or the end of the fiscal year, whichever comes first.
The Payment Procedure (Accounts Payable) was completely revised and updated to reflect the process changes required by SupplyNet.
a) There are only four types of payment processes — the procedure lists them, provides a summary chart for ease of use, and provides specific instructional steps for each type.
b) A chart outlining Invoice Standards was added;
c) information on the non-resident withholding tax was included.
These procedures are available on UAPPOL. For more information, contact Supply Management Services at 492–4668 or customerservice@sms.ualberta.ca
Note: The above post has been updated to provide further clarification regarding maximum amounts and minimums for small dollar receipts.